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Managing Holidays

Learn how to mark holidays so your club doesn't schedule meetings on those dates.

Note: Only club officers (President, VP Education, Secretary, or Admin) can manage holidays.

What Are Club Holidays?

Club holidays are dates when your club does not meet. Common examples include:

  • National holidays (Christmas, Thanksgiving, New Year's Day, etc.)
  • Club-specific events or breaks
  • Summer breaks or seasonal pauses
  • Venue closures
  • Special circumstances

When you add a holiday, The Club Schedule automatically skips that date when generating meeting schedules.

Adding a Holiday

Step 1: Access Holiday Settings

  1. Log in as a club officer
  2. Go to Club Settings > Holidays
  3. Or navigate to Settings > Manage Holidays

Club Settings menu with Holidays option highlighted

Step 2: Create the Holiday

  1. Click Add Holiday button
  2. Fill out the holiday information:
  3. Date: The specific date of the holiday
  4. Name: What holiday it is (e.g., "Christmas Day", "Club Anniversary")

  5. Description: (Optional) Additional notes about why there's no meeting

  6. Click Save Holiday

Add Holiday form with fields filled out

Step 3: Confirmation

You'll see a confirmation message: "Holiday added successfully!"

The holiday now appears in your holidays list and will be considered when creating schedules.

Viewing Your Holidays

To see all holidays for your club:

  1. Go to Club Settings > Holidays
  2. You'll see a list of all holidays, showing:
  3. Date
  4. Holiday name
  5. Description (if added)
  6. Edit and Delete options

Holidays are listed in chronological order.

Holiday list showing multiple holidays

Editing a Holiday

To change holiday details:

  1. Go to Club Settings > Holidays
  2. Find the holiday you want to edit
  3. Click Edit next to that holiday
  4. Make your changes
  5. Click Save Changes

Edit Holiday form

Deleting a Holiday

To remove a holiday:

  1. Go to Club Settings > Holidays
  2. Find the holiday you want to remove
  3. Click Delete next to that holiday
  4. Confirm the deletion

Important: Deleting a holiday does NOT automatically add meetings to published schedules. It only affects future schedule generation.

How Holidays Affect Schedules

During Schedule Creation

When you create a new schedule: - The system automatically skips any dates marked as holidays - If a regular meeting would fall on a holiday, it's not created - The system moves to the next regular meeting date instead

Example: - Your club meets every Thursday - You mark December 25 (a Thursday) as a holiday - When generating a schedule covering December, no meeting is created for December 25 - The next meeting after December 18 would be January 1 (or the next non-holiday Thursday)

For Published Schedules

Adding a holiday to an existing published schedule: - Does NOT remove meetings already created - You'll need to manually delete or mark meetings as holidays in the published schedule - See Editing Published Schedules for details

Planning Ahead for Holidays

Best Practices for Holiday Planning

Add holidays before creating schedules: - Review the full year for holidays - Add all known holidays at the beginning of the year - Update as needed when special circumstances arise

Common holidays to consider: - National/federal holidays in your country - Religious holidays relevant to your members - Local holidays specific to your area - Club anniversary or special events - Scheduled venue closures

For recurring annual holidays: - Add them each year (holidays don't automatically repeat) - Consider setting a reminder to add next year's holidays

Creating a Holiday Calendar

Many officers find it helpful to:

  1. Create a list of all annual holidays at the start of the year
  2. Add them all to The Club Schedule at once
  3. Keep a club calendar (separate from the app) for reference
  4. Review quarterly to ensure upcoming holidays are marked

Holiday vs. Cancelled Meeting

There's a difference between a holiday and a cancelled meeting:

Holiday Cancelled Meeting
Known in advance Unexpected circumstance
Added before schedule creation Happens after schedule is published
Schedule generation skips the date Meeting is created but then removed or marked
No notification needed Members should be notified

For unexpected cancellations: 1. Don't add as a holiday retroactively 2. Instead, edit the published schedule to remove or mark the meeting 3. Email members about the cancellation using Email Members

Tips

  • Review annually - At the start of each year, add all known holidays
  • Check your venue - Ask if your meeting venue has scheduled closures
  • Consider member input - Ask if there are important dates when most members can't attend
  • Don't overuse - Only mark dates when the club definitely won't meet
  • Document reasons - Use the description field to note why it's a holiday
  • Test schedules - After adding holidays, create a test schedule to ensure they're working correctly

Troubleshooting

I added a holiday but the schedule still has a meeting on that date - The holiday was added after the schedule was created - You'll need to manually edit or delete that meeting in the published schedule - Future schedules will automatically skip the holiday

I deleted a holiday but meetings don't appear on that date - Deleting a holiday only affects future schedule generation - If you want to add a meeting on a former holiday date, manually add it to the published schedule - Or regenerate the schedule (for draft schedules only)

I can't add holidays - Confirm you're logged in as an officer - Check that your subscription is active - Ensure you're in the correct club (check the club selector)

Holidays aren't showing in chronological order - Refresh the page - The system should automatically sort by date - Contact support if the problem persists